Senior Document Control Coordinator

Trillium Rail Partners • Mississauga, ON

2d • CA$100,000 - CA$120,000

About The Position

The Senior Document Control Coordinator is responsible for overseeing document control processes and ensuring the integrity, accuracy, and traceability of project documentation across major rail transit infrastructure projects delivered by Trillium Rail Partners (TRP). Working within a complex design-build, this role manages high volumes of technical documentation - including design deliverables, construction records, and contractual correspondence—ensuring all documents are properly controlled, distributed, and maintained in accordance with project procedures and quality standards.

Requirements

• Diploma or degree in Information Management, Business Administration, Engineering, or a related discipline.
• A minimum of 5–8 years of progressive document control experience, with a proven track record on large-scale infrastructure, transit, or heavy civil construction projects.
• Strong familiarity with document management systems (e.g., Unifier, Autodesk Cloud, SharePoint, or similar EDMS platforms).
• Strong attention to detail and high level of accuracy in document handling.
• Excellent organizational and time management skills.
• Strong communication and stakeholder coordination abilities.
• Ability to manage high volumes of documentation in a fast-paced environment.
• Proficiency with MS Office and document control systems

Responsibilities

• Oversee day-to-day document control operations across multiple multidisciplinary project workstreams (Stations, Tunnels, Guideways, and Systems).
• Mentor and guide junior document control staff, fostering a collaborative, high-performance team environment and ensuring consistency in standard operating procedures.
• Act as the primary subject matter expert (SME) and key point of contact for all document control, records management, and EDMS queries.
• Establish project-specific document control workflows, numbering conventions, and metadata standards to ensure compliance.
• Lead and manage document control activities across multiple project workstreams, including stations, tunnels, guideways, and systems.
• Ensure all project documents are accurately logged, tracked, version-controlled, and distributed using the project’s document management system (e.g., EDMS).
• Maintain document registers, transmittals, and workflows for design submissions, RFIs, shop drawings, and construction documentation.
• Ensure proper document numbering, naming conventions, and metadata compliance.
• Coordinate document control processes between design teams, construction teams, subcontractors, and stakeholders.
• Support the submission, review, and approval cycles for design deliverables and technical documentation.
• Ensure alignment between issued-for-construction (IFC) documents and field use.
• Ensure compliance with project document control procedures, quality management systems, and contractual requirements.
• Support internal and external audits related to document control and records management.
• Identify and implement process improvements to enhance efficiency and accuracy.
• Support document-related aspects of change management, ensuring revisions are tracked and communicated effectively.
• Maintain accurate records of document history, approvals, and distribution.
• Ensure proper archiving and retrieval of project documentation throughout the project lifecycle.
• Generate regular reports on document status, submission timelines, overdue items, and workflow metrics.
• Communicate effectively with project teams to ensure timely submission and review of documents.
• Support coordination with client document control teams and external stakeholders.

Benefits

• Competitive Salary
• Medical, dental, and vision insurance
• Employer Matching Retirement Program
• Life insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree